3 Things You Can Do Right Now to Improve Collaboration in Your Company
Boosting your collaborative capabilities does not have to be a huge investment. To be clear here, I am talking about real time or interactive collaboration which is a combination of 4 different conferencing technologies – audio, web, video and interactive whiteboards (IWB).
A budding franchise business customer (Bud) recently called me in frustration and told me, although he loved Skype, he could no longer use it in his business. Why? In a one hour conference call, he would spend half his time managing the technology in the call. The cost of using this popular conferencing technology was a lot more than nothing. Not only did he spend half his meeting time managing the technology but he lost his focus and his credibility with the other meeting participants – his franchisees.
Bud didn’t have a lot of money to invest in an extravagant room system but he needed a better collaborative experience because he was building his franchise business up and needed to hold regular meetings and more importantly, training sessions with his franchisees who were spread out over a large geographical area. Traveling in to a central location was not a practical solution. The franchisees could not justify the time out of the field, nor the investment in travel.
He thought that he needed to upgrade to a higher end video system which could handle multiple locations all tied into a stable, single video call. Although this type of solution would certainly enrich the collaborative experience for all the participants, a room based video system for all the franchisees was out of his budget and would not deliver as rich an experience as was available at a much lower price tag.
I suggested a three pronged approach.
First, he needed to enrich the audio experience because audio is “table stakes” for any type of collaboration or conferencing experience. If you don’t have audio, you don’t have a conference, no matter how rich the other conferencing technologies are. I recommended a new Polycom star phone for approximately $500 which is capable of analog or IP telephony. This investment will serve him today (analog) and tomorrow, when he switches to IP.
“Now when we talk, we don’t have to time when we talk because the Polycom system handles the voices coming from both sides of conversation without cutting off pieces of the conversation. It is a much more natural audio experience.”
He was thrilled with his investment because the richness of the sound quality of his conferences went way up. And it was little things that made a big difference.
Second, I told him that he should invest in an interactive whiteboard from SMART technologies. The SMART board provides the richest collaborative experience available. When people discover what they can do with this tool they are amazed. And a power user looks like a magician on the board when they are conducting a meeting with it.
During a meeting you can use any application that runs on a PC, annotate and capture the image of the annotations on the application as a whiteboard (or flip chart) page. Websites, PowerPoint, Excel, Visio, PDF, etc. At the end of the meeting, everyone gets an email of the PDF of the pages of the meeting notes – instantly! And the board can be cleared up and ready for the next meeting in seconds by simply hitting the reset button.
These features alone can be worth the investment. And take note, this capability can be used in any meeting – even if there are no remote participants. So how did the SMART technology go over with the franchise company? They love it! But not without going through a bit of a learning curve because he had never heard of or seen a SMART board before I recommended it. Bud took the upfront training, but it wasn’t until he actually started using it and became comfortable with it, did he really start to appreciate his new collaborative tool and the richness it added to their meetings.
And that brings me to the final piece of the puzzle – web conferencing or sharing of the desktop. There are numerous offerings out there that are available from free to a WebEx or GoToMeeting price point of about $40-$50 dollars a month. In this case I recommended the SMART Bridgit software because it provides the features required and provides the ability to share the SMART board screens with any PC, Mac, iPad or Android tablet. The Bridgit software is particularly good for interactive training sessions, where there are many participants collaborating.
So none of Bud’s franchisees had to go out and buy new technology. They could use their existing personal technology to actively participate in the meetings being held at Bud’s office. The Bridgit software provides a richer platform for many-to-many collaboration vs the one-to-many collaboration which is the strength of the GoToMeeting and WebEx software.
Bud has taken a major step forward in collaborating with his franchisees. His meetings are now focused on doing business and not managing technology. The experience is richer which allows him to more effectively work with his franchisees and grow their businesses together.
The three quick hitters:
- Upgraded audio experience with a new rich and reliable Polycom SoundStation
- A SMART board to bring the collaborative experience new and enriched capabilities. WATCH VIDEO
- Bridgit conferencing software to allow Bud to share the SMART board with the PCs, iPads, Macs and Android tablets of his franchisees
Bud still wants to add video to the mix in the future and he has some great options open to him:
- For $100 he can add a USB camera to the SMART board and turn on the video if he wants to talk live to the franchisees (this is not an HD experience but does provide video if you only need it in small doses)
- He can use a number of video software products that range from free to under $50/mth per port (HD, adaptive bandwidth, no special network quality of service (QoS) required)
- He can go to a high end room system with a dedicated codec, camera and large screens for video (there are a range of options here as well)